Adding a Purchase Order
Dimitris Athanasiadis avatar
Written by Dimitris Athanasiadis
Updated over a week ago

A Purchase Order can be created by selecting the Supplier and the product (either manually or with a barcode scanner) and then be saved either as Pending (draft) or as Approved.

You can create a new Purchase Order from Purchases > New Order. This will trigger the following document creation page:

The Supplier field can be automatically populated by starting typing text that is either included in the supplier name, the supplier phone 1 or phone 2, the supplier e-mail address or the tax ID of the supplier. Adding the supplier field will automatically populate the Address and Pickup Address fields according to the supplier definition. It will also populate the main Contact name of the supplier (if a default contact has been assigned under the supplier chosen). In case the supplier is a new one and does not exist in the account, the user may click the icon next to the supplier text-box to add on-the-fly a new supplier to the account.

Similarly, the SKU field in the Product Details tab can be populated by starting typing text that is either included in the SKU code, the Product Description, the Product Version or the EAN code of the Product definition. Adding the SKU code will automatically populate the Product Description, Product Version and Unit Price fields according to the Product definition and any purchasing pricing rules that may apply. It may also populate the Supplier SKU in case the column is set to visible and the Product has been assigned a Supplier SKU. In case the SKU is not found in the account, the user will get a notification to add on-the-fly a new Product to the account.

In case the Products are added using a Barcode Scanner option is checked then the cursor will automatically move on to the next product row immediately after the SKU or the EAN or the Supplier SKU codes are scanned using a barcode reader device. In such a case, the quantity added per product row will be one (1). The Unit Price, Discount and Tax fields can be populated automatically if a purchasing pricing rule applies at the time the product row is created.

  • If the Products are added using a Barcode Scanner option is checked, then, users will not be able to add products in the product rows by using the keyboard. In such a case, the available input methods are the use of the barcode scanner -or- the use of the mouse (by clicking the magnifying glass icon ( ) and then selecting the product to be added to the product row by clicking the select icon).

  • The choice of the Products are added using a Barcode Scanner option will remain in memory for the specific user for any future documents that this user might create. The choice may be changed at any time by un-selecting the checkbox.

The Order Comments field may accommodate any comments related to this Purchase Order. This text will be visible in the default printout of the Purchase Order. The Order Tags may accommodate any comma separated keywords to describe this Purchase Order (for example, β€œPriority, Approved”, etc.). This text will not be visible in the default printout of the Purchase Order.

The Purchase Order can then be either saved as Pending (Draft) or Approved. Either of these actions assigns a number to the Purchase Order. If the Purchase Order is saved as Pending, the Product Details tab remains open for editing and no inventory location is assigned to the Purchase Order (the inventory location where products will eventually be received in). Alternatively, if the Purchase Order is Approved, the Product Details tab becomes non-editable and the user should choose an inventory location where products will be received in against this Purchase Order. An Approved Purchase Order can be later reverted to Pending if such an action is needed (for example to correct/amend a quantity or a price error). This action unlocks the Product Details tab and allows for the editing of Products and Product attributes (for example, prices, quantities, etc.).

Once saved as Pending or Approved, the Purchase Order can be printed or emailed by clicking the respective print/email icons at the header of the Purchase Order. More printing/emailing options include printing a Receipt List for the Purchase Order. The receipt slip is a print template to be used internally in the company (to receive and re-position the items in the warehouse) which does not include Supplier and Product pricing information.

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